Office Assistant-Outpatient Mental Health Clinic: Closing Position

Stein Counseling & Consulting; Onalaska (WI); On-site; USD 40,000 - 48,000; Full time

Job summary

Stein Counseling & Consulting in Onalaska, WI seeks an Office Assistant for the closing shift to support front-desk operations, client intake, scheduling, and basic billing in a HIPAA-compliant environment.

The role acts as the first point of contact for clients and visitors, coordinates appointments using TherapyAppointment, Google Calendar, and Google Meet, and assists with documentation and data entry to help clinical staff deliver quality care.

Qualifications

• Experience in front-desk administration.
• Understanding of HIPAA compliance and client privacy.
• Ability to manage intake, scheduling, and basic billing tasks.

Responsibilities

• Welcome clients and visitors at the front desk and route inquiries to the appropriate staff.
• Schedule, modify, and confirm client appointments using TherapyAppointment and Google Calendar/Meet.
• Process intake paperwork and maintain HIPAA-compliant records.
• Support basic billing tasks and ensure accurate documentation.

Skills

Front desk

Client intake

Scheduling

Billing support

HIPAA compliance

Tools

TherapyAppointment (TA)

Google Calendar

Google Meet

Job description

Office Assistant-Closing Shift Job Description

Position Opening: Office Assistant-Closing Shift, 75.50 Outpatient Mental Health Clinic

Job Details: Front-desk reception, client intake, scheduling, billing support, and HIPAA compliance

Job Type: Administration, Full-time position

Number of openings for this position: 1

Office Schedule: Monday-Thursday 8:45 am-6:15 pm, Friday 10:00 am-2:15 pm

Start Date: January 4, 2027

Office Location: Onalaska office, 571 Braund St, Onalaska, WI 54650

JOB PURPOSE

The Office Assistant serves as the initial point of contact for clients, visitors, and external contact at Stein

Counseling and Consulting Services, Ltd. This role provides front-desk reception, appointment scheduling, client

intake management, basic billing support, and general administrative coordination. By ensuring accurate

documentation, strict HIPAA compliance, and a welcoming environment, the Office Assistant plays a vital role in

supporting clinic providers and delivering quality client care.

PRIMARY DUTIES AND RESPONSIBILITIES

Client Relations & Front Desk Operations

• Welcome clients in person, by answering inbound calls or placing outbound phone calls, or via
• electronic communication with professionalism, empathy, and kindness.
• Route calls, messages, and inquiries to appropriate staff or clinical providers.
• Address client inquiries and resolve service-level concerns promptly to maintain high customer
• satisfaction.
• Immediately escalating informal and formal complaints to the Clinic Administrator.
• Distribute and monitor provider client-satisfaction surveys, completing routine data entry.

Scheduling & Provider Calendar Coordination

• Schedule, modify, and confirm face-to-face client appointments using TherapyAppointment (TA) andadd to the providers Google Calendar using Google Meet for telehealth sessions.
• Monitor online appointment and information requests, ensuring processing and outreach within 24hours of receipt.
• Actively track provider cancellation and standby lists to fill open appointment slots.
• Print and distribute monthly Active Client Lists to providers by the 25th of each month, tracking returnson the master spreadsheet.

Client Intake, Records & HIPAA Compliance

• Detail Driven: Collect, review, and verify all intake paperwork (electronic or hard copy) for completenessand